Master Your Work Hours & Project Tracking with Ease
Keep your timesheets organized and accurate with an easy-to-use Microsoft Timesheet tool that simplifies work hour logging, project tracking, and approvals.
How to Use Microsoft Teams for IT Timesheet Management
An effective timesheet system has all the essential capabilities to track work hours and maintain updated records. However, not every business has the resources to invest in a full-fledged timesheet solution. This is where Microsoft’s built-in timesheet templates and tools come in handy.
The worldwide market for time tracking software was valued at approximately USD 5.23 billion in 2023 and is expected to expand to around USD 12.3 billion by 2030, reflecting a compound annual growth rate (CAGR) of nearly 15%
Microsoft’s timesheet tools can store detailed information for IT timesheet management, from employee hours to project tracking and approvals. Microsoft streamlines the entire process and provides the IT service team with a centralized information hub for managing timesheets.
But how do you fully leverage Microsoft’s capabilities to manage your IT timesheets effectively and avoid errors or mismanagement?
This article will help you use Microsoft to maintain detailed timesheet records and transform your scattered work-hour data into an organized system for managing your IT timesheets.
Why is tracking timesheets important?
Tracking IT timesheets and keeping detailed records of hours worked, tasks completed, and project involvement is essential for smooth business operations. Using Microsoft tools to manage timesheets helps you organize employee work data efficiently and supports better decision-making across teams.
- Allocate resources efficiently:
Knowing who is working on which projects and for how long allows managers to allocate tasks more effectively. Microsoft timesheet tools provide real-time visibility into employee availability and workload, helping to balance work across teams. This ensures that employees have the right tasks at the right time, improving productivity and reducing burnout. Proper allocation also means fewer project delays and better overall performance. - Manage costs better:
Labor costs often form the biggest part of a company’s expenses. Accurate timesheet tracking via Microsoft tools helps monitor hours worked, overtime, and billable time, giving finance teams a clear picture of labour spending. This transparency allows better budgeting and financial planning, avoiding unnecessary labour costs. By analysing timesheet data, businesses can identify inefficiencies and optimize workforce costs to improve profitability. - Forecast and plan:
With detailed timesheet data available, businesses can forecast resource needs more accurately. Microsoft’s timesheet management enables managers to see trends in workforce utilization, peak work periods, and project timelines. This insight helps plan hiring, training, and resource allocation in advance, ensuring that the business is prepared for upcoming demands. Effective planning reduces risks of overstaffing or understaffing. - Streamline offboarding process:
When employees leave, it’s crucial to have a clear record of their completed work and outstanding tasks. Microsoft timesheet tools track all logged hours and project statuses, making it easier to transfer responsibilities smoothly. This reduces administrative burdens and ensures continuity for ongoing projects. It also helps safeguard against loss of productivity and ensures all time worked is accounted for. - Make better staffing decisions:
Timesheet data reveals how workloads are distributed and helps identify areas where additional support may be needed. Microsoft’s reporting features analyse productivity, helping managers spot underused resources or bottlenecks. This information guides hiring decisions, internal transfers, and training needs. Making informed staffing choices ensures the organization remains agile and efficient in meeting business goals.
Pros of Using Microsoft to Track Timesheets
- Tracking timesheets effectively is crucial for productivity and resource management. Microsoft provides a powerful set of tools that can simplify this process for businesses of all sizes. Here’s why Microsoft stands out as a solid choice for timesheet tracking:
- Quick and Easy Setup
Microsoft offers a variety of pre-built templates and user-friendly interfaces, allowing teams to start tracking time without lengthy setup or technical expertise. These templates can be customized to fit your company’s specific needs, making it easy to capture hours, projects, and tasks right away. Because it requires minimal configuration, your team can quickly adopt the system, reducing the usual downtime associated with new software implementation. This rapid deployment is perfect for businesses that want immediate results without investing in complex systems. - Seamless Integration Within the Microsoft Ecosystem
One of Microsoft’s biggest advantages is how well its products work together. Timesheet data can be easily shared and analysed across Excel, Power BI, Teams, and OneDrive, creating a connected workflow that improves transparency and collaboration. For example, timesheet entries collected via Microsoft Forms or Teams can be automatically compiled in Excel or visualized in Power BI dashboards. Additionally, using Power Automate, you can design automated processes for timesheet approvals, reminders, and reporting, reducing manual work and ensuring timely submissions. - No Extra Costs If You Have Microsoft 365
For organizations already subscribed to Microsoft 365, timesheet tracking tools come as part of the package, so there is no need to purchase additional software. This significantly lowers the cost barrier for implementing efficient time tracking across teams. Leveraging existing licenses means your organization can maximize ROI from your Microsoft investment. Employees also benefit from working within familiar apps, which helps reduce training time and resistance to adoption. - Effective Version Control
Microsoft’s versioning feature in tools like SharePoint and OneDrive helps keep track of all changes made to timesheet documents. This means you can review, compare, and restore previous versions whenever needed, which is invaluable for audit trails and correcting errors. Version control enhances data accuracy and accountability, giving managers confidence in the integrity of the reported hours. It also protects against accidental data loss or overwrites, making timesheet management more reliable.
How do I build a timesheet management system using Microsoft?
Building a timesheet management system with Microsoft is simple thanks to pre-built templates and tools designed to capture detailed work hour information. These templates let you quickly set up timesheet tracking with minimal effort and customization. Whether using Excel, Microsoft Lists, or Microsoft Teams, you can start logging and managing employee hours immediately. This approach helps streamline timesheet processes without needing complex software development.
Step 1: Create a Timesheet List Using Microsoft Lists Template
- Navigate to your Microsoft 365 portal and open Microsoft Lists.
- Click on + New list, then choose a pre-built Timesheet template or start from blank.
- Customize the list to capture relevant details like employee name, date, project, and hours worked.
- Choose the Timesheet template from the available options.
- Click Create to set up the timesheet list on your Microsoft 365 site.
- The template includes columns to capture the following details:
Step 2: Add Additional Columns for Detailed Tracking
The pre-built timesheet template may need extra fields to fully capture your team’s work details. Here are some suggested columns you can add to track tasks, project codes, billable hours, and more for better timesheet accuracy.
Additional columns you can add:
- Task Description:
Adding a task description column helps clarify what work was done during each time entry. This level of detail ensures managers understand the nature of the work and can better assess productivity. It also improves project transparency and helps with future planning. Employees can use this field to explain complex or unique tasks that aren’t obvious from just the project name or hours logged. Clear descriptions reduce confusion during reviews and audits. - Project Code:
Including a project code column allows timesheet entries to be linked directly to specific projects or clients. This makes it easier to track how much time is spent on various initiatives and supports accurate billing and cost allocation. Project codes also help generate reports that show project progress and resource utilization. For organizations managing multiple projects simultaneously, this column is critical for keeping work organized. It assists finance and management in budgeting and forecasting. - Billable Hours:
Tracking billable versus non-billable hours is essential for service-based businesses that invoice clients based on time worked. A dedicated column for billable hours helps distinguish which logged hours can be charged. This clarity supports accurate client invoicing and revenue calculations. It also helps employees and managers focus on maximizing productive billable work. Over time, data from this column can highlight opportunities to improve profitability by reducing non-billable time. - Approval Status:
An approval status column tracks whether a timesheet entry has been reviewed and authorized by a supervisor or manager. This adds a layer of accountability and ensures only verified hours are processed for payroll or billing. It also facilitates compliance with company policies and labour regulations. Having a clear approval workflow reduces disputes or discrepancies in reported time. Managers can quickly identify pending approvals and streamline the review process. - Employee Notes:
Allowing employees to add notes or comments alongside their time entries provides valuable context that numbers alone can’t capture. For example, notes might explain why certain tasks took longer or flag issues encountered during work. This communication tool fosters transparency and improves collaboration between staff and management. It can also serve as a record for future reference during performance reviews or project retrospectives. Notes help make timesheet data more meaningful and actionable. - Department:
Linking timesheet entries to specific departments enables more granular reporting and analysis of workforce utilization. It helps management understand how different teams are contributing to overall company goals. Department-specific data supports budgeting, resource planning, and identifying capacity constraints. This column is especially useful in larger organizations with multiple divisions or business units. Accurate departmental tracking ensures fair allocation of labour costs and performance measurement.
Setting Up Views:
Create custom views to easily access specific timesheet information without sifting through all the data. For example, you can create views for:
Tracking upcoming project deadlines or task due dates
Monitoring employees and their contact details
Viewing timesheet entries that require approval or are overdue
For instance, you can set up a view that sorts and highlights all pending timesheet entries by submission date, helping managers prioritize reviews efficiently.
Step 3: Set Up Workflows with Power Automate
Power Automate lets you create automated workflows to simplify managing your timesheets and reduce manual tasks for your team. Here are some examples of how to automate timesheet-related processes using Microsoft Lists and Power Automate:
- Automate Timesheet Approval Reminders
Purpose: Automatically send reminders to employees or managers for timesheets pending approval.
This workflow is designed to reduce delays in the timesheet approval process by automatically reminding the responsible parties. It ensures that timesheets awaiting review do not get overlooked, helping maintain timely payroll and accurate project tracking. Automated reminders improve accountability and help keep the workflow moving smoothly without manual follow-ups. This ultimately saves time and reduces administrative overhead.
- Trigger: Send notification every Friday afternoon.
The workflow is set to run on a schedule, specifically every Friday afternoon, so reminders are sent regularly before the end of the workweek. Choosing a consistent day ensures that both employees and managers have ample time to review and approve timesheets before weekly reporting or payroll deadlines. Scheduled triggers help automate routine tasks without the need for manual intervention. - Action: Retrieve items from the Microsoft Lists timesheet.
At the time of the trigger, the workflow pulls all the current timesheet entries from your Microsoft Lists database. This step collects the latest data to check which timesheets are pending approval. By accessing live data, the process stays accurate and up to date, ensuring notifications are relevant and timely. - Condition: Check if the approval status column indicates “Pending.”
This conditional step filters the retrieved timesheet entries to identify only those that still require approval. By focusing on entries marked as “Pending,” the workflow targets its reminders to the relevant records, avoiding unnecessary notifications for already approved or completed timesheets. This selective approach enhances efficiency and reduces noise. - If true, action: Post a message in Microsoft Teams or send an email with details of pending timesheets needing review.
When pending timesheets are detected, the workflow sends a clear, actionable notification either via Microsoft Teams chat/channel or email. This message includes details about which timesheets need attention, helping managers or employees act promptly. Using familiar communication channels increases the chances of timely responses and keeps everyone informed without extra effort. - Automate Notifications to Track Timesheet Changes
- Purpose: Monitor changes in the timesheet list and keep your team informed
This workflow helps keep everyone updated by automatically notifying relevant team members whenever timesheet entries are added or modified. It promotes transparency and ensures that any updates—whether new submissions or edits—are immediately visible to managers and employees. This way, potential errors or discrepancies can be addressed quickly, enhancing data accuracy and communication. - Trigger: Whenever an item is added or modified in Microsoft Lists
The automation kicks in as soon as a timesheet entry is created or updated in your Microsoft Lists timesheet system. This real-time trigger ensures that notifications are sent promptly, preventing delays in information flow and allowing timely review and corrections. - Action: Post a message in the Microsoft Teams channel
Once triggered, the workflow automatically sends a notification message to a designated Microsoft Teams channel. Using Teams for these alerts integrates seamlessly into your team’s daily communication, ensuring notifications are seen and acted upon without having to check multiple platforms. - Condition: Include the employee’s name, modified by, and modified date in the notification
The notification message includes key details such as who made the change, which timesheet entry was updated, and when it happened. This contextual information provides clarity and helps recipients quickly understand the nature of the update, facilitating faster decisions and follow-ups. - Automate Recurring Maintenance Activities
Set up a scheduled flow in Power Automate to send reminders about devices due for maintenance each week. The automation triggers every Monday, ensuring your team stays informed before maintenance deadlines. It retrieves time tracking data from your SharePoint list and checks if any devices need servicing within three days. If maintenance is due, it sends a notification via Microsoft Teams or creates a timesheet template automatically. This helps prevent missed maintenance and keeps time tracking in optimal condition. - Automate the Addition of time tracking Data to SharePoint
Easily record and update work hours in SharePoint using Power Apps integration. The workflow automatically logs details such as employee name, project, task, and total hours worked. Users can enter multiple time entries in one session or keep the timer running for continuous tracking. The app provides instant confirmation when entries are saved, ensuring quick and accurate timesheet updates. This automation minimizes manual data entry errors and speeds up the entire timesheet submission process.
Limitations of SharePoint Timesheet Management
While SharePoint is useful, it may not be enough for larger organizations with growing timesheet reports. It lacks advanced features like linking timesheet to incidents, tracking projects, or maintaining detailed audit trails. Managing complex timesheet data and maintenance histories can become difficult with SharePoint lists alone. For more robust capabilities, dedicated IT timesheet management solutions like Timesheet 365 are better suited to scale with your needs.
Closing Note:
If you want a powerful yet easy-to-deploy solution within the Microsoft environment, Timesheet 365 is an excellent choice. It offers comprehensive timesheet and time tracking tools tailored for organizations of all sizes. Its seamless integration and user-friendly setup make it the best tool to streamline your management processes.
Frequently Asked Questions
Does Microsoft have a timesheet?
Microsoft itself doesn’t offer a dedicated timesheet app, but Timesheet 365 is a powerful timesheet solution built to work seamlessly within the Microsoft 365 environment. It integrates smoothly with Microsoft Teams, SharePoint, and Outlook, making time tracking simple and efficient for users already using Microsoft tools.
Is Timesheet 365 being easy to deploy?
Microsoft Timesheet 365 is very easy to deploy, it offers an easy-to-use solution designed specifically for Microsoft 365 users. While it is a paid app, it provides excellent value with deep Microsoft integration and features tailored to improve time tracking and approval workflows.
What is the timesheet for Microsoft Teams?
The timesheet for Microsoft Teams refers to apps like Timesheet 365, which are integrated directly into Teams to let employees log hours, track projects, and get approvals—all within the Teams interface. This makes managing timesheets easy without switching between multiple apps.
What is the best timesheet app for Microsoft Teams?
Timesheet 365 is widely regarded as one of the best timesheet apps for Microsoft Teams. It offers seamless deployment within the Microsoft ecosystem, supports automated reminders, approvals, and detailed reporting, and is designed to fit the needs of organizations using Microsoft 365 and Teams daily.
